Vehicle Fleet / Driver Management Administrative Procedure · requesting a vehicle replacement or...

Fleet/Driver Management Procedure

University Financial Policies of 17

Vehicle Fleet / Driver Management

Administrative Procedure

Approved By: B. Hofler Milam

Effective Date : July 1, 2016

History: Approval Date:

Revisions:

Type: Administrative Procedure

Finance Policy Number: 3.15.07

Responsible Official(s): Director of Parking and Transportation

Manager Fleet Management

Related Policies: University Procurement Policy,

http://finance.wfu.edu/files/reynoldacampus_procurement_

policy.pdf

University Fixed Asset Policy and Procedures, Fixed Asset

Inventory Procedures, http://finance.wfu.edu/faculty-

staff/asset-management

Administrative Procedure Statement

Wake Forest University maintains a fleet of University vehicles for the purpose of

conducting University business and services to the campus community in a safe, efficient

and cost-effective manner. This policy makes certain this is accomplished by ensuring

vehicle operators meet University requirements and follow University procedures;

vehicle repairs and preventive maintenance programs are performed as required; the

vehicle acquisition process is standardized to ensure the appropriate vehicle is procured

for its suitable use; and cost effectiveness is pursued in purchasing, maintenance and

vehicle operation. Each department is responsible for ensuring that drivers are in

compliance and guidelines are followed. This is a comprehensive policy to include all

University departments.

Table of Contents

Administrative Procedure Statement .................................................................................. 1

Table of Contents ................................................................................................................ 1

http://finance.wfu.edu/files/reynoldacampus_procurement_policy.pdf


http://finance.wfu.edu/faculty-staff/asset-management




Related Policies ................................................................................................................... 2

Related Documents ............................................................................................................. 2

Procedures ........................................................................................................................... 2

Driver Authorization ....................................................................................................... 2

Driver Qualifications ...................................................................................................... 3

University Vehicle Operation ......................................................................................... 4

Student Drivers ............................................................................................................... 6

Rental .............................................................................................................................. 6

Accidents......................................................................................................................... 7

Vehicle Acquisition Process ........................................................................................... 7

Fleet Size ......................................................................................................................... 9

Vehicle Disposal ............................................................................................................. 9

Passenger Vans ............................................................................................................. 10

Utility Vehicles ............................................................................................................. 10

Vehicle Maintenance / Safety Inspections .................................................................... 11

Vehicle Billing Procedures ........................................................................................... 11

Departmental Vehicle Coordinators ............................................................................. 11

Fueling/Credit Cards ..................................................................................................... 12

Definitions......................................................................................................................... 12

Contact(s) .......................................................................................................................... 12

Web Address for Policy .................................................................................................... 12

Appendix and Forms ......................................................................................................... 12

Related Policies

University Procurement Policy,


University Fixed Asset Policy and Procedures, Fixed Asset Inventory Procedures,


Related Documents

Driver’s License Checklist

Driver Performance Standards

Driver Statement and Signature

Departmental Vehicle Coordinator Designation Form

Motor Vehicle Record Release Form

Vehicle Accident Report

Procedures

I. Driver Authorization

a. The department to which the vehicle is assigned will authorize the use of

its departmental University vehicle(s). Such use will be confined strictly to

faculty, staff, and students conducting official business for the University

directly relating to the academic, research, and/or administrative

responsibility of the department involved.

b. Departments will ensure that only employees with valid driver’s licenses

operate WFU owned and rental vehicles.





II. Driver Qualifications

a. All drivers must possess a valid North Carolina driver license (DL) or

license from another state that is appropriate for the class/type of vehicle

being operated.

b. The driver’s licenses of all employees who are assigned a University

vehicle(s), or who may be expected to drive a University vehicle, must be

visually verified by the department.

Annually, all departments must conduct/maintain a checklist (See

Appendix A) indicating they have visually verified each authorized

operator’s driver’s license for validity (i.e., DL not expired). A

copy of the checklist will be forwarded to Human Resources

and/or the WFU Insurance Coordinator for review and retention

when requested.

The Director of Parking in conjunction with the Fleet Manager will

conduct annual random audits of driver license checklists

Each driver must complete a Motor Vehicle Report (MVR)

Release Form (Attachment E), which allows the University to

obtain a copy of the driver’s MVR to verify driving eligibility.

Drivers are required to report any change in driver’s license status

to their department the next working day.

If requested by a supervisor, drivers with a Commercial Driver

License (CDL) must provide a certified copy of their driving

history, which can be obtained from the Department of Motor

Vehicles.

Appendix B represents the standards of driving performance

required by the University. Drivers who exceed one or more of

these standards may lose their privileges.

Employees who drive WFU vehicles must read and understand the

WFU Vehicle Fleet Policy.

c. Commercial Driver License (CDL)

A CDL is required of drivers who drive the following types of

vehicles:

1. Class A - Any combination of vehicle with a gross vehicle

weight rating, GVWR, of 26,001 pounds, provided the

GVWR of the vehicle or vehicle being towed is in excess

of 10,000 pounds.

2. Class B – Any single vehicle with a GVWR of 26,001

pounds or more, and any such vehicle towing a vehicle

with a GVWR not in excess of 10,000 pounds.

3. Class C – Any vehicle not described in Cass A or B above

but is, designed to transport 16 or more passengers,

including the driver.



Having a valid CDL of the proper class is a condition of

employment if required for an employee’s job classification and

job description.

A driver holding a CDL is required to have a Department of

Transportation approved physical examination every two years, or

every one year if medical reasons require such. The employee’s

department pays for the first physical examination and biennial

physicals going forward. If special tests are required (EKGs, X-

rays, etc.), the cost of the physical examination is the employee’s

responsibility.

The employee’s department reimburses him or her for any CDL

amendments required for the employee’s job classification, or if

the job requires a CDL after employment.

The department employing the driver must ensure that its

employees are trained on the appropriate equipment.

The University allows the use of a vehicle for the practical test on

University time.

An employee is allowed to take the written test and the practical

test up to two times on University time. After two failures it is the

employee’s responsibility to take the test on his or her personal

time.

An employee who is unable to obtain the proper license may be

reassigned or discharged, subject to availability of a position or the

needs of the department.

The employee is responsible for keeping his or her license and

physical examination updated. Failure to have a current physical

examination or license may result in disciplinary action. The

employee must notify his or her supervisor of any traffic violations

the next working day.

An employee who loses the license must obtain a new license on

his or her personal time.

Shuttle bus drivers are required to have the CDL “P” endorsement.

d. The Director of Parking and Transportation will conduct random audits

annually to ensure all documents and tracking are up to date.

III. University Vehicle Operation

a. Vehicles must be operated in accordance with all state, local and

University traffic regulations.

b. Vehicles shall not be used for the following purposes:

i. Business other than official University business.

ii. Personal convenience.

iii. Domicile-to-duty transportation, unless assigned a WFU commuter

vehicle, which must be approved by the department’s vice-

president.



iv. The transportation of any other person not essential to the

accomplishment of the purpose for which the vehicle is dispatched.

c. Vehicles should be routinely inspected for mechanical problems, leaks,

exterior and interior damages, safety inspections on tires, lights, wipers,

etc., and routine maintenance performed such as cleaning, fuel, oil, water,

battery, etc. Under no circumstances shall an unsafe vehicle be operated.

All problems should be reported to Fleet Management (336-758-4259) to

initiate repair action.

d. University faculty, staff and students are personally responsible for the

prompt payment of fines for any citations received while driving a

University vehicle. University funds may not be used to pay fines.

e. Smoking is prohibited in University vehicles.

f. Use of cell phones is discouraged while driving a University owned

vehicle, unless the use of a hands-free device is used and/or the vehicle is

pulled over.

g. Texting is prohibited while driving.

h. Vehicle Idling

i. It is the policy of WFU to continually improve the efficient use of

vehicle fuels in an effort to reduce emissions and operating costs.

To reduce overall emissions on campus and improve air quality, all

vehicles on University property are prohibited from idling

unnecessarily. Vehicle operators will adhere to the following

standards:

1. Idling is prohibited (with the limited exceptions listed

below) when the ambient temperature is above 32 degrees

F.

2. Five (5) minute idle time limit when ambient temperature is

32 degrees and below.

3. Idling is prohibited in “No Idle Zones”. Signs indicate the

location of these zones.

4. Vehicles will not be left idling when the operator is away

from the vehicle (with the limited exceptions listed below).

5. Exceptions:

a. Emergency response vehicles when responding to

an emergency

b. Vehicles that must remain a specific temperature for

onboard materials.

c. Health or safety reasons (e.g., severe weather

conditions, use of vehicle safety features)

d. Below 0 degrees for diesel vehicles.

e. Traffic conditions.



i. To encourage efficient use of vehicles and fuel, employees traveling to the

same destination are encouraged to carpool when possible.

IV. Student Drivers

a. Students must be 18 years of age or older and meet the operator driver

requirements in Section III to drive a University vehicle.

b. Students must have a faculty/staff sponsor or Advisor to operate a WFU

vehicle.

c. Student drivers must also be listed on the department’s driver’s license

log.

d. All students must take the Vehicle Safety class that is offered by the

Police Department before driving a WFU van.

V. Rental

An employee who rents a vehicle (from a commercial agency) for Wake Forest

University business purposes must meet all operator requirements of this policy.

Additional insurance coverage is not required from the rental company, if the

employee is traveling on University business. This only applies to North

America.

Current University agreement information for car rental information is located at

www.finance.wfu.edu.

http://www.finance.wfu.edu/



VI. Accidents

If you are involved in an accident driving a University vehicle:

1. Do not move the vehicle. Call University Police Department if on

the Wake Forest Reynolda campus.

2. Call the local police department if you are not on the Reynolda

campus.

3. Consult the instructions in the glove compartment of all University

vehicles.

4. Notify your supervisor as soon as possible.

5. Complete the Vehicle Accident Report Form and submit original

to the Risk Management group [Manager, Risk Services – FAS

(336-758-4197)], a copy to Environmental Health and Safety (336-

758-5385) and a copy to Fleet Management (336-758-4259).

a. University Police (UPD):

Investigates accidents involving University vehicles (within UPD

jurisdiction).

b. Environmental Health and Safety:

Reviews and evaluates accidents involving University owned

vehicles.

c. Finance and Accounting:

Manages all claims pertaining to accidents involving University

vehicles

d. Fleet Management coordinates with appropriate departments, Risk

Services and local repair shops to obtain estimates and vehicle repairs in a

timely manner.

VII. Vehicle Acquisition Process

a. All vehicle acquisitions shall be approved by Fleet Management. Fleet

Management will review and recommend vehicle replacements. Any

acquisition in excess of $10,000 must be reviewed and approved by the

Executive Vice President, prior to any vehicle purchase. Any department

requesting a vehicle replacement or increase in fleet shall submit such

request in writing to the Fleet Manager, documenting the need for the

vehicle, explaining why the existing vehicle is not capable of meeting the

need, and verifying that no existing vehicle(s) in their fleet will serve that

purpose.



b. All vehicle acquisitions shall be approved in accordance with the

University’s financial approval guidelines for equipment acquisitions prior

to requesting a vehicle purchase. Customer should complete an

appropriate purchase requisition and submit to Procurement Services in

accordance with the Wake Forest University Procurement Policy.

Procurement Services will notify the Fleet Manager of the pending

requisition.

c. All vehicle purchases (motor vehicles, golf carts, utility vehicles, etc.) and

specifications must be reviewed by Fleet Management to ensure that

vehicles meet the guidelines of this policy and business needs of the

University and customer.

d. Fleet Management recommendations for special equipment and/or vehicle

modification must be included in the final specification.

e. Fleet Management will provide complete vehicle specifications to WFU

Procurement Services, which will secure quotes, find the best value for the

University, and purchase the vehicle. Procurement Services will notify

Financial and Accounting Services of the acquisition for insurance and

asset capitalization purposes. Fleet Management will issue a requisition

for Facilities and Campus Service purchases and Procurement will issue

Purchase Orders for all vehicle purchases. Procurement Services is

responsible for ensuring correct coding of requisitions and purchase orders

for the acquisition of capital items.

f. The Fixed Asset Accountant will capitalize all new vehicles over $5,000

and add them to the Fleet Management fixed asset listing. An official

inventory of Fleet Management will take place once every two years.

However, the Fixed Asset Accountant will contact Fleet Management

quarterly to compare asset listings and make corrections as necessary.

g. Fleet Management will inspect newly acquired vehicles to ensure they

meet all appropriate specifications. All expenses related to the vehicle

preparation process shall be charged to the department which will be

operating the vehicle.

h. Fleet Management will install vehicle markings. No decals, stickers, signs,

or other markings are allowed on any University vehicle, other than

official markings. All WFU-owned vehicles will be stenciled with the

department name and include the WFU logo. Exceptions to this

requirement are listed below and must be requested of the AVP for

Facilities & Campus Services. Exceptions include:

Commuter vehicles (e.g. authorized by a cabinet officer for

travel between work and home per a special work need)

Special use justification (e.g. undercover police vehicle)

Department Specific Logos



VIII. Fleet Size

a. Wake Forest University seeks to stabilize the size of the vehicle fleet,

except in cases resulting from program growth or changes. When

additional vehicles are necessary, the person requesting the increase will

provide justification stating the need for the increase that has been

approved by the appropriate department and Fleet Management.

b. A vehicle must be turned in to Fleet Management within 7-days of receipt

of a replacement vehicle.

c. The Manager of Fleet Management will perform a random annual audit of

the fleet vehicles to ensure accurate and appropriate compliance with the

fleet policy requirements.

IX. Vehicle Disposal (http://finance.wfu.edu/files/fixed-asset-policy.pdf)

a. Disposals of vehicles will be handled by the Manager of Fleet

Management.

b. Criteria used to determine when a vehicle is replaced includes, but is not

limited to, safety, age obsolescence, mileage and maintenance cost.

c. Departments shall promptly advise Surplus when any asset (regardless of

its’ value) is no longer required. Surplus will make the decision on the

most cost effective and beneficial disposition of the asset and complete the

Fixed Asset Update Form for those assets that have been capitalized.

d. If a vehicle is sold to an outside organization, it shall first be

decommissioned by Fleet Management. All decommissioning costs are the

responsibility of the operating department.

e. Fleet Management will identify vehicles that are to be sold and will

contact, at a minimum, three independent used automobile dealers to bid

on the vehicles. Fleet Management will be responsible for the disposition

and will receive bids and award to the highest bidder on each vehicle.

f. Payment will only consist of certified check or money order – no cash will

be accepted for payment.

g. In accordance with the provisions outlined in the Fixed Assets

administrative policy, Fleet Management may work with Procurement

Services and may trade a vehicle to an automobile dealer when purchasing

a vehicle from that particular automobile dealer.

h. All proceeds from the sale of University vehicles will be recorded in the

unrestricted operating fund unless the property was purchased with grant



funds (see OMB Circular A- 110 for information regarding grant assets).

Vehicles purchased with auxiliary departmental funds may receive

proceeds for disposed vehicles.

X. Passenger Vans

a. Due to multiple advisories and warnings issued by the National Highway

Traffic Safety Administration (NHTSA) regarding the increased risk of

rollover of 15 passenger vans, the University discourages the purchase or

rental of 15-passenger vans. Requestors are encouraged to consider 12

passenger vans or shuttle buses and Fleet Management can assist with

alternate vehicles.

b. Any 15-passenger vans in the WFU fleet must adhere to the following:

Drivers must be at least 18 years of age.

All drivers, including Volunteer Service Corps and WFU Student

Emergency Response Team must complete a driver safety

course and training program geared toward van operation that is

offered by the University Police Department.

No trailers are allowed to be towed behind a 15 passenger van.

Loading on top or attaching to the sides of 15 passenger vehicles

can not alter the center of gravity of the vehicle. No luggage or

luggage carrier can be loaded on top of a 15 passenger van.

1. Situation that arise that require top or side loading must be

inspected by senior department leadership and/or Fleet

Manager

2. No student is permitted to drive a vehicle with top or side

loaded cargo

Back seats must be removed and this area can be loaded with

cargo. However, cargo cannot exceed the height of the rear seat

and must not block rearview vision.

Tires will be replaced regardless of tread depth if side walls are

faulty due to age or otherwise deemed unsafe by Fleet

Management.

XI. Utility Vehicles

a. For the purpose of this policy, all vehicles classified as a utility vehicle are

non-licensed vehicles, including, but not limited to, golf carts, Kubotas,

Gator (ATV) and Diahatsus. These vehicles are also classified as

departmental equipment. Departments are solely responsible for following

and enforcing the required procedures outlined in this policy.



b. All acquisitions for utility vehicles will follow the same process as

described in section VII, Vehicle Acquisition Process.

c. On-campus use

Utility vehicles can be used on sidewalks or grass. Drivers shall be

respectful of the landscape and keep from repeatedly parking or

driving on the same area.

XII. Vehicle Maintenance / Safety Inspections

a. Fleet Management will schedule all vehicles requiring preventive

maintenance/safety inspections. This will be done to minimize out-of-

service time to the using department. Vehicles that are unsafe or in

noncompliance with emissions standards remain at Fleet Management

until repaired. The department is notified of the expected repairs

completion date. Fleet Management does not have loaner vehicles for such

occurrences, but can recommend a rental or lease company. The using

department will be responsible for rentals of a replacement vehicle.

b. All University vehicles receive preventive maintenance and safety

inspection annually, at a minimum, or in accordance with the

manufacture’s specification. The program is administered by Fleet

Management. Failure to comply with requests by Fleet Management

personnel to make the vehicle available for servicing may result in

notification to the responsible department head. Fleet Management may

notify the responsible department director for vehicles overdue

preventative maintenance inspections more than 30-days.

c. Annually, all University vehicles are required by North Carolina to pass a

safety and emissions test in order to renew license plates. Fleet

Management administers this program and will make notification to the

responsible department in advance to schedule this inspection. Failure to

provide the vehicle for this inspection in a timely manner will result in the

vehicle being unauthorized to be operated if the vehicle inspection

expiration date and license plate have expired.

XIII. Vehicle Billing Procedures

a. Department vehicles are billed for materials (at cost) and hourly labor.

XIV. Departmental Vehicle Coordinators

a. All departments are responsible for establishing a vehicle coordinator in

their areas of responsibility. The vehicle coordinator will be the main

departmental contact for Fleet Management. The Departmental Vehicle

Coordinator Designation Form (Appendix D) should be completed and

forwarded to the Fleet Management Manager anytime a change of

coordinator or vehicle occurs.



XV. Fueling/Credit Cards

a. All fuel purchases for WFU vehicles must be made from the WFU fueling

facility located on-campus next to Fleet Management, the exceptions are:

A select few Facilities & Campus Services employees, as

designated by the AVP, are assigned a University Procurement

(PCard) Card for on-road diesel fuel and emergencies (weather,

gas pump failure, etc.)

Fueling vehicles outside the range of the WFU fueling facility. A

university purchasing card should be used in these instances.

b. A PIN must be obtained and used to pump fuel at the WFU pumps.

In order to obtain a PIN, the employee's supervisor must email the Fleet

Manager with the employee’s login, WFUID and department

number. The employee must sign a form to obtain and acknowledge

receipt of the PIN.

In order to obtain a fuel card or fuel fob, the supervisor must email the

Fleet Manager and describe which WFU vehicle(s) need a gas card/fob

and the budget code that the fuel is to be charged to.

Fuel is only to be pumped into WFU owned vehicles/equipment.

Definitions

None

Contact(s)

Jim Montgomery, Manager, Fleet Management

[email protected]

Phone 336-758-4259

Web Address for Policy

http://finance.wfu.edu/policies-and-procedures (select Faculty & Staff, then scroll to Risk

Management section)

Appendix and Forms

A. Driver’s License Checklist

B. Driver Performance Standards

C. Driver Statement and Signature

D. Departmental Vehicle Coordinator Designation Form

E. Motor Vehicle Record Release Form

F. Vehicle Accident Report, http://finance.wfu.edu/files/Vehicle-

Accident-Form.pdf

http://finance.wfu.edu/policies-and-procedures

http://finance.wfu.edu/files/Vehicle-Accident-Form.pdf

http://finance.wfu.edu/files/Vehicle-Accident-Form.pdf



Reynolda Campus Vehicle Fleet Policy

Appendix A

WAKE FOREST UNIVERSITY

DRIVER’S LICENSE CHECKLIST

DATE:________________________

Department:____________________

Campus Phone:_________________

Campus Fax:___________________

EMPLOYEE NAME √ FOR VALIDITY

John Doe √

Instructions:

1. All employees who drive a University vehicle or who rent a University

vehicle for University business purposes must have their driver’s license

visually verified for validity (i.e., not expired).

2. Departments to do visual verification annually.

3. This checklist must be maintained in departmental administrative files and

a copy submitted to the UNIVERSITY POLICE DEPARTMENT<

HUMAN RESOURCES AND THE INSURANCE COORDINATOR as

requested.




Appendix B

DRIVER PERFORMANCE STANDARDS

Wake Forest University drivers may lose driving privileges if any of the following

conditions apply. The individual:

1. Has a suspended, revoked, expired, or otherwise invalid driver’s license.

2. Was at fault in two (2) or more accidents in the past 36 months.

3. Has acquired eight (8) points on driving record in the past 24 months.

4. Has three (3) or more convictions for moving violations within the past 36

months.

5. Has been convicted of reckless disregard for life or property within the past 48

months.

6. Has had a DWI/DUI conviction within the past 72 months.

7. Has been at fault in one (1) or more accident(s) resulting in fatality or bodily

injury.

8. Has failed to report or has left the scene of an accident within the past 48 months.

9. Has operated a vehicle without insurance or without a valid license within the past

48 months.

10. Has permitted others to use vehicles without a license or without insurance within

the past 60 months.

11. Has been convicted of possession of a stolen vehicle or ever used a vehicle to

commit a crime within the past 48 months.

12. Has had license suspended, cancelled, or has been denied a license within the past

36 months.

13. Has had two (2) or more incidents of failure to respond to fines.

14. Has had two (2) incidents of insurance cancellations.

15. Is deemed an unsafe driver by the risk management group of Wake Forest

University.




Appendix C

STATEMENT AND SIGNATURE

I, , certify that I have read

(PRINT NAME)

and understand, and will abide by the Reynolda Campus Vehicle Fleet Policy.

(SIGNATURE) (DATE)

This form is to be retained in the employee’s departmental file.

To: Fleet Management Manager (F&CS)




Appendix D

Department Vehicle Coordinator Designation

, has been assigned as the Vehicle

(PRINT NAME)

Coordinator for .

Department Name

Contact Phone Number:_______________________

Email Address:____________________________________

Forward this document to the Fleet Management Manager when complete.



Attachment E Wake Forest University

Motor Vehicle Record (MVR) Release Form Any driver who operates a Wake Forest University vehicle must sign a release to authorize the University to review his/her MVR. This release allows Wake Forest to periodically check the driver’s MVR, which in most cases will be annually. Check one:

☐ Staff Member ☐ Faculty Member ☐ Student Driver’s Full Name: Driver’s Date of Birth: Driver’s License Number and State of Issuance*: *If licensed in the current state for less than 3 years, please provide prior license number and state of issuance.

Driver’s Email Address: Driver’s Department: Driver’s Supervisor:

I understand that in order to operate any University vehicle, my Motor Vehicle Record (MVR) will be requested by the University. This information will be used to determine my insurability, which is based on guidelines provided by WFU’s auto insurance carrier. In the event that it is determined that my MVR is unacceptable, I understand that I am not allowed to operate a University vehicle until such time that my MVR meets the insurance company’s requirements. I hereby authorize the University and its selected third-party vendor to access and evaluate my MVR to determine my insurability, and agree to accept the outcome of such determination. Unless this authorization is withdrawn in writing, it shall not expire or terminate unless my relationship with the University ceases. Driver’s signature: ______________________________________ Date: __________________

Please forward the completed form to Julie Groves, Financial & Accounting Services

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